Spanish guest registration, made easier.

It is the process of collecting the information needed for a stay, checking the travellers’ identities and communicating the applicable records to the responsible authority. The registration workflow brings these steps together around a booking, with a separate record for each traveller.

Start by saving the correct property details in admin. Keep three milestones separate throughout the stay: information completed, identity checked and report accepted by the authority. Completing a form alone does not complete the whole process.

Registration is available for professionally operated tourist-use homes in Andalucía, Spain. The property’s location and type determine the reporting rules; the guest’s nationality does not determine the receiving authority.

Guests may come from Europe or elsewhere. The registration workflow supports international addresses and applicable identity documents, with Spanish and English forms. Other regions, accommodation categories and authority connections need their own validated rules before activation. The Spanish reporting process applies to the accommodation, including when the travellers live abroad.

The owner or manager creates the booking with the property, dates, primary contact and party size. The registration journey uses a private email invitation for the primary guest. The booking provides the shared stay details, so each traveller can focus on their own information.

The primary guest opens the private link and coordinates the party. An invitation is a request to complete the information, not a government acknowledgement. Use the booking’s delivery and registration states to distinguish an invitation from a completed form and an accepted report.

The primary guest shares an individual registration link with each adult. Each person completes, reviews and signs their own applicable record. The primary guest sees party completion status so they can follow up with anyone who has not finished.

The primary guest does not gain access to the other adults’ document numbers, addresses or full identity records. Individual links must be kept private and sent to the intended person. Completing the lead guest’s form does not complete the whole party.

Children are included in the party rather than omitted from the guest count. In the registration workflow, a responsible adult handles the details of a child under 14 and their relationship or responsibility is recorded where applicable. A child without an applicable document must not be given a made-up document number.

Age, document and signature rules are handled separately. One adult signature must not be assumed to cover every traveller. Follow the individual record and signature requirements shown for the people in the party.

The form asks for the information applicable to the traveller and accommodation: identity, date of birth, nationality, relevant document details, usual residence, required contact information and, where applicable, responsibility for a child. The questions depend on the traveller and the applicable requirements.

We do not add marketing questions, travel histories or speculative identity fields. Guests are not asked to upload ID or passport copies, selfies or scans. Property facts come from the owner’s setup, and any legally necessary payment information belongs to the booking, rather than a separate request to each traveller.

The identity-check step records an in-person visual check by the owner, manager or authorised checker. They compare the person and the details provided with the identity document shown, without retaining a photograph or copy. A form signature or possession of an invitation link alone is not treated as a completed identity check.

AEPD guidance describes possible remote authentication methods too. For a self check-in stay, agree the appropriate identity-check process with the manager. A lockbox code or signed form should not be treated as proof that identity authentication has taken place.

The registration booking view separates missing forms, completed statements, outstanding identity checks, actual arrival and reporting results. It shows which person or action needs attention without implying that every green form status is a successful declaration.

Full identity details are sensitive. Access should be limited to authorised staff with a registration-related purpose; the primary guest’s progress view is separate from the manager’s access. A party can have completed forms while identity checks or authority results still need attention.

No. HolidayHomeOS manages the connection. You provide your property’s registration details and keep them up to date.

For the initial supported property type, setup asks for the responsible operator’s legal name, tax identifier, address and contact details, plus the property’s address, municipality, postcode, region, accommodation type, room count, registered capacity, internet availability, cadastral reference and tourism registration number.

An authorised owner or manager can save a draft, return later, or confirm the details. Changes require confirmation again. The confirmation records that the supplied details are correct and the person is authorised to provide them; it does not replace the property’s official establishment mapping. The agency connection is managed centrally.

No. The cadastral reference identifies the real estate, the tourism registration identifies its tourism registration, and the SES establishment code identifies the establishment in the reporting service. They serve different purposes.

The initial Andalucía tourist-home setup requires the 20-character cadastral reference. Holiday Home OS manages the shared agency/operator code centrally, while every property needs its own verified SES establishment mapping. Reusing the agency code does not mean all properties share one establishment code.

Spanish rules require the relevant communications without delay and within 24 hours of the applicable reservation, cancellation or service-start event. Reservation reporting and actual arrival reporting are therefore separate events. The relevant deadline is tied to the event, not to when somebody opens the dashboard.

Reporting tracks a request being received separately from final acceptance of each record. A delivery confirmation or batch reference does not mean every report was accepted. Check the final result for each report and its acknowledgement.

Check the record status to see whether information needs correcting, the authority rejected it or the result is still unknown. A timeout must be reconciled before retrying, because the authority may have received the original request. A correction to an accepted record must follow the authority’s correction or cancellation process.

The manager should review the specific error and resolve it through the reporting workflow or the agreed manual route. An outage does not create an automatic extension of the reporting deadline. A queued retry and an accepted report are different states.

Individual adult records are kept separate, access is limited by booking and property, and sensitive access is recorded. It excludes ID images and marketing reuse. Property setup is stored privately and is available to authorised owners and managers.

The privacy notice for collection should identify the responsible organisation, purpose, authority recipient, retention and rights contact. Registration data must be used for the registration purpose, not copied into marketing lists or shared across unrelated bookings.

For professional operators, the Spanish documentary register is kept for three years from the end of the service. That does not mean all technical data, expired links and unfinished drafts should be retained for the same period. Different categories have different purposes and retention periods.

Guests must receive the relevant privacy notice and a rights contact before collection. Requests need assessment against any continuing legal retention duty; immediate deletion cannot be promised for every record. Retention also needs to cover backups and any lawful handover to the accommodation operator; keeping unnecessary duplicate copies is not the objective.